Data Integration

Understand exactly what syncs to Kareo: appointments, patient records, and structured intake summaries

MedReception writes three categories of data to Kareo: confirmed appointments, new patient creation, and patient demographics. Clinical details and insurance are captured and returned as structured summaries for your staff to validate and file.

Appointments written to Kareo instantly: date, time, duration, reason for visit
New patient record created in Kareo with name, DOB, phone, and address from the call
Patient demographics (phone, address, email) updated in Kareo when a returning patient confirms details
Chief complaint, medical history, and intake questionnaire returned as structured summary—not auto-filed to chart
Insurance information captured during call but returned as summary for your staff to enter and validate
Call recordings and notes stored securely in MedReception portal; staff retrieves and files as needed

How it pays back

Kareo stays current without staff data entry

Every appointment and new patient is live in Kareo within seconds. Your team doesn't re-enter caller details or hunt for voicemail notes.

Clinical detail stays under your control

MedReception returns medical history and symptom details as a summary your staff reviews. You decide what goes into the chief complaint field, what becomes a note, and what needs follow-up before filing.

Insurance validation happens at your desk

Insurance details captured on the call are returned to your team. You verify the policy number, confirm active coverage, and enter it into Kareo—reducing claim denials and rejections.

Audit trail is transparent

Every appointment and patient created shows in Kareo with timestamps. Call recordings are stored in MedReception for compliance review and dispute resolution.

Three data types synced to Kareo

Appointments, new patient records, and demographics only

Structured summaries for staff review

Clinical and insurance details returned as templates, not auto-filed

HIPAA-compliant handoff

Encrypted transfer, audit logging, secure portal storage

No clinical documentation authored by AI

Your physicians and staff retain full chart authorship and responsibility

Frequently asked questions

Does MedReception auto-populate the chief complaint in Kareo?

No. MedReception captures what the caller says about their reason for the visit and returns it as a structured summary. Your staff reads that summary and enters the chief complaint into Kareo—this lets you standardize language and catch missing details.

Are allergy and medication information written to Kareo automatically?

No. If the caller mentions allergies or medications, MedReception returns that information as part of the intake summary. Your staff then enters it into Kareo's allergy and medication fields. This validation step prevents errors in the permanent record.

What happens to insurance information?

MedReception captures insurance details during the call and returns them as a structured summary. Your billing staff verifies the policy, checks active coverage, and enters the information into Kareo—this reduces claim rejections.

Can I retrieve call recordings and notes from Kareo?

Call recordings and detailed notes are stored in the MedReception portal, not Kareo. Your staff can retrieve them anytime via a secure login to reference during chart documentation or dispute resolution.

Who is responsible for the accuracy of data filed in Kareo?

Your practice is responsible. MedReception captures and structures the data; your staff validates and files it to Kareo. This division of labor ensures your physicians review and sign off on chart entries.

How does MedReception handle patient matching when a returning patient calls?

MedReception asks for the patient's date of birth or phone number and searches your Kareo database. If matched, demographics are confirmed and updated. If no match, a new patient record is created in Kareo.